Admin. Assistant (HR - Finance - SIS)

Administrative Assistant – Finance and Payroll Manager

• Administration:
  • Assist Leadership with smooth daily operations
  • Support leadership to achieve business objectives
    • acting as liaison to the District office as required
    • address departmental issues
  • Support faculty, staff, parents and students
  • Share information for general office policy and procedures
  • Coordinate CPR training
  • Manage ELC database for VPK and School Readiness requirements
• Finance:
  • General bookkeeping duties, including posting and reconciling information to QuickBooks
  • Organize and maintain streamlined accounting system
  • Create and maintain annual budget and chart of accounts
  • Process payments in a timely manner
  • Perform Bank Reconciliations on a monthly basis
  • Make deposits and record all cash, checks and credit card receipts on hand as well as through DonorView and Square
  • Submission of monthly financial reporting and board minutes to the district
  • Prepare and submit annual Cost Report to the District
  • Manage and submit all annual audit documents
  • Manage After Care and Extended Day Programs billing and collection
  • Enter VPK attendance and submit to ELC for payment monthly
• Human Resources:
  • Process documentation for employment applications including prior employment verification
    • Onboarding and Offboarding with the District
    • Hiring and separations for payroll and benefits
  • Prepare employment contracts
  • Liaise with CoAdvantage to report and manage payroll and benefits
  • Manage Time Cards
  • Follow up with substitute coverage for unexpected absences
  • Manage Employee Data and Verification Reports in compliance with DOE Surveys in FOCUS
  • Maintain Employee related files including instructional certification compliance

• SIS (Student Information Systems)

           FOCUS update including withdrawals, transcripts, and all documentation

  • Keep student records updated in FOCUS, FileMaker Pro, and physical copies
  • Assist AHEC with annual physicals for all students
  • CHIPS management with backup and monthly documentation
  • Assist instructors, admin, Principal, students, and parents with documentation and records upkeep
  • Update all student information devices such as Remind, Transparent Classroom, IXL, Smore, etc.

Technical Competencies: 

• Budget Management & Accountability
  • Knowledgeable in monthly financial reporting, payroll, accounts payable, accounts receivable, and bank reconciliation.
  • Profit & Revenue Optimization
  • Audit compliance
• Experience in effectively communicating key data.
• Customer Service.
• Regulatory compliance within school district.
• Schedule Administration; Highly organized with keen attention to detail         
• Good mathematical background and ability to sort, check, count and verify numbers. 

Behavior Competencies: 

• Positive work ethics       •   Professional communication skills                   •   Proactive Problem-solver
• Self-motivator                •   Ability to cooperate/get along with others        •  Dependable/Flexible/adaptable

Skills required:

• Quickbooks desktop software
• Microsoft Office with proficiency in Excel and Word
• FilemakerPro

Core Values:                           

• Respect for self, others, and the environment